Smartwaiver

Smartwaiver is a comprehensive online waiver software platform designed specifically for businesses that need to collect, manage, and store digital liability waivers at scale, with particular strength serving tour operators, adventure recreation companies, fitness facilities, and activity-based businesses. The platform provides enterprise-grade tools that support large-scale operations, franchise organizations, and multi-location businesses while remaining accessible for small and medium-sized operators. Smartwaiver enables you to convert paper waivers into digital formats using their online waiver conversion tool, or you can send your existing waiver and their team will convert it for you at no additional cost. The system offers unlimited customizable waiver templates that you can edit anytime, with support for unlimited custom fields and questions, signature and initial boxes positioned wherever needed, and multi-language support including English, French, Spanish, and simplified Chinese. Customers can sign waivers online through links and emails for advance completion, or onsite using Smartwaiver's iOS and Android kiosk apps that work both online and offline. All signed waivers are automatically stored in the encrypted, searchable WaiverVault with each document featuring a unique certificate of authenticity for enhanced legal protection and verification.

Smartwaiver offers tiered pricing starting at $15 to $19 per month with a 30-day free trial available on all plans, making it accessible for small tour operators while providing scalability for growing businesses. The pricing model is structured to be flexible and reasonable according to user reviews, with the company demonstrating flexibility in how they apply usage limits to accommodate different business patterns. For seasonal tour operators who won't receive customer waivers during certain months, Smartwaiver offers the ability to easily switch to their Storage Plan at just $5 per month, allowing you to maintain access to your historical waiver database during off-season without paying full subscription rates. This seasonal flexibility is particularly valuable for businesses with significant fluctuations in waiver volume throughout the year, as you can scale costs down during slow months while maintaining uninterrupted access to stored waivers for legal compliance. The platform delivers most features that tour operators need at approximately one-third the cost of high-end competitors according to customer feedback, providing strong value for the functionality offered. Higher-tier plans are available for businesses with greater waiver volume, additional users, or enterprise features, though specific pricing details for larger plans typically require contacting Smartwaiver's sales team. The 30-day free trial allows tour operators to thoroughly test the platform with real operations before committing to paid plans, reducing the risk of selecting software that doesn't meet operational needs.

Smartwaiver is designed to serve businesses across a wide size spectrum, from small single-location tour operators to large multi-location enterprises and franchise organizations, with the platform specifically architected to support enterprise-scale operations while maintaining usability for smaller businesses. Small tour operators running 20-200 tours monthly will find the entry-level plans starting at $15-19 per month provide comprehensive waiver management at very affordable rates, with unlimited template customization and professional features that would cost significantly more with enterprise-focused competitors. Medium-sized tour companies operating multiple activity types, managing several guides, or running 200-1000 tours monthly benefit from Smartwaiver's robust features including integration with major booking platforms like FareHarbor, Xola, and TRYTN, seven-day-per-week U.S.-based customer support, and the offline kiosk capability essential for businesses operating in remote locations. Large tour operators, multi-location businesses, and franchise organizations particularly benefit from Smartwaiver's enterprise tools including custom integrations, single sign-on user management for centralized access control across locations, and dedicated customer support that makes protecting large-scale operations from liability simple and efficient. The platform's ability to handle high waiver volumes while maintaining fast searchability and reliable performance makes it suitable for busy operations processing hundreds or thousands of waivers weekly. Seasonal businesses appreciate the $5 per month Storage Plan option that allows cost reduction during off-season while maintaining full access to historical waivers, making Smartwaiver economically viable for operations with significant seasonal fluctuations.

Smartwaiver offers extensive integration capabilities with leading booking platforms and business tools that tour operators commonly use, creating streamlined workflows between waiver collection and other operational systems. The platform integrates directly with major tour operator reservation software including FareHarbor, Xola, and TRYTN, automatically linking waivers to bookings so waiver completion triggers updates in your reservation system and customers receive waiver links as part of the booking confirmation process. For fitness and wellness businesses that also offer adventure activities, Smartwaiver syncs with Mindbody to keep customer information synchronized across both platforms. The TicketingHub cloud reservation software integration helps tour operators digitize their waiver process with automatic connection between ticket sales and waiver collection. These native integrations eliminate manual processes of matching waivers to reservations, significantly reducing administrative workload and ensuring every participant has completed required waivers before departure. Beyond booking systems, Smartwaiver integrates with cloud storage services enabling automatic export of signed waiver PDFs to your local hard drive or cloud storage accounts for redundant backup and long-term archival. Data export functionality allows you to extract waiver information to CSV files for analysis, reporting, or import into other business systems. The platform's webhook and API capabilities provide technical flexibility for operators with custom software or unique integration requirements. Marketing analytics integration enables collection of demographic data and email addresses from waivers that can be used to build marketing databases and tailor campaign initiatives based on actual customer participation patterns.

Smartwaiver provides comprehensive customer support through their U.S.-based team that offers customer-centric assistance seven days per week, ensuring tour operators can reach experts when they need help most, including weekends when many tour businesses experience peak operational demands. This seven-day support availability is particularly valuable for adventure tourism operators whose busiest days often fall on Saturdays and Sundays when traditional Monday-through-Friday support would be unavailable. The support team assists with waiver conversion, template setup, integration configuration, troubleshooting technical issues, and answering questions about best practices for waiver collection and legal compliance. For businesses new to digital waivers, Smartwaiver offers hands-on onboarding where they will convert your existing paper waiver into digital format at no additional cost, ensuring your waiver language, legal protections, and custom fields translate correctly to the electronic platform. The extensive knowledge base and help documentation provide self-service resources for common questions, setup procedures, and feature explanations, enabling operators to find answers quickly without waiting for support responses. Enterprise customers receive dedicated support and account management, providing priority assistance and personalized service for large organizations where waiver system reliability directly impacts revenue and operations. User reviews consistently praise Smartwaiver's customer support quality, with multiple customers noting the responsive, helpful, and knowledgeable support team. The combination of seven-day availability, U.S.-based team members in compatible time zones, and expertise specifically in waiver management for activity businesses makes Smartwaiver's support structure particularly well-suited for tour operators.

Smartwaiver operates with flexible subscription terms that do not require long-term binding contracts, allowing tour operators to start service, adjust plans, or cancel based on changing business needs without contractual penalties or cancellation fees. The platform offers month-to-month subscriptions where you can cancel at any time if the service doesn't meet your needs or your business circumstances change, providing operational flexibility particularly valuable for seasonal businesses or operators testing digital waiver solutions for the first time. The 30-day free trial available on all plans enables thorough evaluation of the platform with real operational use before committing to paid subscription, reducing the risk of selecting software that doesn't align with your workflows or requirements. For seasonal tour operators, the ability to switch between regular paid plans and the $5 per month Storage Plan means you can scale costs down during off-season months without losing access to your waiver database or needing to re-implement the system when busy season returns. This seasonal flexibility eliminates the common frustration of paying full software subscription rates during months when you're not actively collecting new waivers but still need access to historical signatures for legal compliance. The lack of long-term contracts means you're not locked into expensive commitments if your business changes direction, your waiver volume decreases significantly, or you discover alternative solutions that better fit your evolving needs. Enterprise customers with custom integration requirements or specialized service levels may negotiate longer-term agreements, but standard plans maintain the month-to-month flexibility that most tour operators value for financial predictability and risk management.

Smartwaiver provides legally compliant electronic signatures that meet or exceed the enforceability standards of traditional paper waivers, with digital format offering several legal advantages over physical documents for liability protection. Each signed waiver includes a comprehensive digital audit trail that captures detailed information including participant name, signature timestamp, device type, IP address, browser information, and the complete signing process, creating verifiable evidence of when, how, and by whom the waiver was signed that can be presented in court if liability claims arise. This digital evidence is often more credible than paper signatures alone, as it's significantly more difficult to forge or dispute the authenticity of digital signatures backed by audit trails showing device fingerprints and IP addresses. The electronic format prevents participants from crossing out sections or redlining portions of the waiver they disagree with, a common problem with paper waivers that can invalidate entire liability releases by demonstrating the participant didn't agree to all terms. Smartwaiver alleviates claims that participants signed under duress or without time to read the document by enabling advance online signing where customers receive waiver links days or weeks before their activity, clearly demonstrating they had ample opportunity to review, ask questions, or decline participation if they disagreed with terms. Each waiver includes a unique certificate of authenticity that provides additional verification and legal documentation of the signature's legitimacy. The encrypted WaiverVault storage ensures signed waivers remain accessible for the duration needed to defend against claims filed years after incidents. The system complies with electronic signature laws and data protection regulations, making waivers legally binding in jurisdictions where Smartwaiver operates and tour operators do business.

Smartwaiver collects signatures through multiple flexible methods optimized for different customer touchpoints throughout the tour operator workflow. Online waiver links can be shared via email to customers after booking, embedded directly on your website for pre-arrival completion, or sent through booking confirmation messages, allowing participants to sign using any smartphone, tablet, laptop, or desktop computer with a web browser. The responsive design ensures waivers display and function correctly regardless of device size or operating system, with participants signing using their finger on touchscreen devices or mouse on computers. QR codes provide efficient onsite access where customers can scan with their phones and complete waivers digitally on their own devices rather than sharing kiosk tablets. For operators preferring traditional kiosk-style signing, Smartwaiver's dedicated iOS and Android apps transform tablets into professional waiver stations at check-in desks or tour departure locations, with intuitive interfaces that make signing fast and simple even for customers unfamiliar with technology. The kiosk apps include critical offline functionality that enables waiver collection even when internet connectivity is unavailable, with automatic synchronization to the cloud when connection is restored. Custom fields allow collection of extensive participant information beyond just signatures, including emergency contacts, medical conditions, equipment preferences, skill level assessments, and any other data relevant to your specific activities. All signed waivers are automatically stored in the encrypted, searchable WaiverVault with bank-level security protecting participant information from unauthorized access. The search functionality enables rapid retrieval of specific waivers by participant name, date, custom tags, or any field included in your waiver template, making it easy to locate signatures seconds before departure or years later if claims arise.

Smartwaiver offers robust offline functionality through both iOS and Android kiosk apps, enabling tour operators to collect waivers reliably even in remote wilderness locations, on boats, at mountain launch sites, or anywhere internet connectivity is unavailable or unreliable. The offline capability is essential for adventure tourism businesses operating in backcountry environments where cellular coverage doesn't exist or is intermittent, ensuring your check-in process continues smoothly regardless of connectivity challenges. You can configure the maximum number of offline waivers your device will collect when internet connection is not found through the Offline Collection Limit setting, with the default set to no offline waivers until you actively enable the feature and select your preferred limit. Waivers signed while offline are temporarily stored locally on the kiosk device with all participant information, signatures, and custom field data captured exactly as they would be with internet connectivity. Once your device reconnects to WiFi or cellular data, all offline waivers automatically upload to your Smartwaiver account in the cloud without requiring any manual intervention or data re-entry from your staff, ensuring seamless transition from offline to online operation. The waivers display the actual timestamp of when they were signed rather than when they were uploaded, maintaining accurate records for legal purposes. An admin passcode (four-digit code) provides security for offline waiver access, preventing unauthorized viewing of participant data stored on the device. This offline capability is particularly valuable for multi-location tour operators who may have reliable internet at their main office but face connectivity challenges at remote departure points, boat docks, trailheads, or temporary event locations where tours actually launch.

Smartwaiver stores signed waivers indefinitely in the encrypted WaiverVault as long as your account remains active, providing unlimited retention capacity that eliminates concerns about storage limits or additional archival fees as your waiver database grows over years of operation. This indefinite storage approach ensures tour operators maintain comprehensive historical records covering the full statute of limitations period for personal injury claims in their jurisdiction, which typically ranges from two to ten years depending on location and injury type, with even longer periods for claims involving minors who may have extended filing windows after reaching adulthood. All stored waivers remain fully searchable throughout the retention period using Smartwaiver's powerful search functionality, enabling quick retrieval of specific participant signatures by name, date, custom tag, or any field included in your waiver template, even years after the waiver was originally signed. The cloud-based WaiverVault storage protects waivers against physical risks that could destroy paper filing systems including fire, flood, theft, natural disasters, or simple loss, while maintaining accessibility even if your local computers or facilities are damaged or destroyed. Automatic export functionality sends copies of signed waivers to your local hard drive or cloud storage accounts, creating redundant backups independent of Smartwaiver's servers for additional security and long-term preservation. If you cancel your Smartwaiver subscription, you should export your complete waiver database before account closure to maintain continued access to historical signatures, as cloud storage access typically terminates when subscriptions end. Tour operators should consult with insurance providers and legal counsel about recommended retention periods for liability waivers specific to their activities, jurisdiction, and insurance coverage requirements to ensure compliance with all applicable regulations and contractual obligations.

Smartwaiver integrates directly with leading tour operator booking and reservation platforms through native integrations that streamline operations by automatically connecting waiver collection with your existing reservation workflow. The FareHarbor integration is particularly robust, with waivers linked directly to reservations so waiver links are automatically sent to customers and completed waivers appear in the reservation record for staff verification before departure. The TRYTN booking and reservation platform integration is ideal for tour operators offering guided city tours, adventure excursions, cultural experiences, or water-based activities, with the combined TRYTN and Smartwaiver solution enabling you to include digital waivers seamlessly into your booking process without manual intervention. The Xola integration provides similar connectivity for operators using that reservation platform, creating automated workflows that trigger waiver requests when bookings are created and update reservation status when waivers are signed. The TicketingHub cloud reservation software integration helps digitize the waiver process with automatic linking between ticket sales and waiver collection. For fitness businesses that also offer adventure activities or outdoor tours, the Mindbody integration synchronizes customer information between both platforms. These native integrations eliminate the manual process of sending waiver links, tracking which customers have completed waivers, and matching signed waivers to specific reservations or departure times. The automation significantly reduces administrative workload, prevents participants from slipping through without completed waivers, and creates a more professional customer experience where waiver requests arrive automatically as part of the booking confirmation process. Tour operators using other booking platforms should contact Smartwaiver about integration possibilities, as the platform continues expanding native connections and may offer webhook or API-based integration options for platforms without standard integrations.

Smartwaiver provides comprehensive functionality for handling minors and collecting proper guardian signatures, with specific features designed to address the unique legal requirements and liability concerns surrounding participants under 18 years old. The platform allows you to set an age threshold at which minor waivers expire, enabling automatic reminders or restrictions that require updated guardian signatures as minors age, which is important for programs serving youth participants over multiple seasons where guardian consent may need periodic renewal. You can configure waivers to require participating minors to sign in addition to the required parent or guardian signature, capturing both the guardian's acknowledgment of liability and the minor's acknowledgment of rules and behavioral expectations. The waiver template supports language designating the signer as an adult participant or as guardian of a minor, with customizable text stating provisions like "I, the person named hereto being above age eighteen, or the legal guardian of the reverse named person who is under 18 years old" to clearly establish the legal relationship. Custom fields allow collection of both minor participant information and guardian information in the same waiver, including separate name fields, contact information, and emergency contacts for both parties. The system enables designation of parent/guardian relationships through structured fields that document who is signing on behalf of whom, creating clear records for legal defense if claims arise. However, like most digital waiver platforms, Smartwaiver relies primarily on honor system for remote signing and cannot technically prevent a minor from fraudulently completing an online waiver by entering guardian information and signing the guardian signature field themselves. Tour operators should implement verification procedures during in-person check-in such as reviewing government-issued ID to confirm guardian identity, particularly for high-risk activities or overnight programs involving minors, and should consult legal counsel about additional protective measures appropriate for their specific activities and jurisdiction.